Resources

The Professional Archivist
(this guide is provided courtesy of the Australian Society of Archivists Inc)

What is an Archivist?

An archivist is a person responsible for managing archives. Archives are documents created or received and accumulated by a person or organisation in the course of the conduct of affairs and preserved because of their continuing value. Historically, the term has often referred more narrowly to non-current records deposited or selected for deposit in an archival institution.

The word 'archives' is also commonly used to refer to:

a) the organisation, agency or program responsible for the selection, care and use of records of continuing value
b) the building or place dedicated to their storage, preservation and use.

Archival documents do not come only as text on paper, but include every known form and format in which information can be fixed in the form of records.

Where do archivists work?
Archivists work in a wide variety of places. The Commonwealth and State governments, and some local governments, employ archivists to manage their archival records. Manuscript libraries and other institutions which collect archives also employ archivists. Business corporations, religious bodies, universities and schools, museums, professional and trade associations, and community organisations are other examples of groups that employ archivists, and some work as private consultants.

What's it all about?
The management of archives is based on theoretical principles, which continue to evolve and which are used to guide the practical work of archivists. In recent years, for example, archival theory has focused on how best to achieve proper archival management of electronic records, to ensure they can be preserved and made accessible for the future.

What does an archivist need to know?
Generally speaking, the principal domains of theoretical and applied knowledge with which a professional archivist must be familiar are:

• What records and archives are, and how they have evolved in modern society
• How to collect archives and how to assess the long-term value of records
• How to look after archives
• How to understand legal issues and responsibilities including copyright, confidentiality, privacy and access
• How to arrange and describe archives for management control and to make them available
• How to provide services for those wishing to make use of the archives

Further reading
For more information about archives, and the responsibilities of archivists, recommended introductory reading is Keeping Archives (2nd edition, edited by Judith Elllis) published jointly by DW Thorpe and the Australian Society of Archivists Inc., 1993. ISBN 1 875589 15 5. If this is unavailable through your bookseller, it can be ordered from

DW Thorpe Ltd
18 Salmon Street
Port Melbourne Vic 3207

The Professional Archivist
In Australia, the recognised professional body to which archivists belong is the Australian Society of Archivists Inc (ASA).

Professional membership of the ASA requires an Archives Studies qualification from an accredited university plus the equivalent of one year of full-time experience as an archivist (or in closely related work such as records management).

Alternatively, a Professional member can have a university degree (in any subject) plus two years of relevant experience.

The ASA recognises that many people work as voluntary, part-time and honorary archivists, caring for the archives of, for example, schools, community groups and religious bodies. Others combine archives duties with unrelated tasks as part of their responsibilities.

In some such cases, obtaining a qualification is not possible. The ASA therefore has a category of Associate membership, to which those who work as archivists without qualifications (or who simply support the aims of the Society) are welcomed.

Students and others may join as Associate members and upgrade to Professional later.

Membership of the ASA brings the advantages of receiving our professional literature, making useful contacts with other archivists (socially and professionally!) and keeping up-to-date with the world of archives and archives management in Australia.

The ASA may be contacted at:

PO Box 83
O'Connor ACT 2601

and the nationwide freephone number (1800 622 251) which gives the contact phone numbers of Branch secretaries. Further information can be found at our web site.

Ask for our information pack, which includes information about the benefits of membership, samples of our regular publications and a membership application form.

University Courses
University courses in Archives Studies in Australia are available from three institutions, which are listed below with contact details.

Each of the three courses consists of a Graduate Diploma which requires one year full-time or (normally) two years part-time study. Some of the universities also offer a Masters degree which requires (normally) one additional year of full-time study and/or original research. It may be possible to complete a Masters degree by combining archives subjects with others such as information technology and management studies.

The prerequisite for entry to a Graduate Diploma course is a university degree in any subject. Some universities will accept students for the Graduate Diploma without a first degree, if they can show suitable equivalent qualifications and/or experience.

Higher degrees are also offered by a number of the tertiary programs. Details regarding qualification requirements for entry to the programs are available from the individual institutions.

Subjects
At Graduate Diploma level, the courses generally include subjects on: archives and records management theory and practice (including appraisal and disposal, collecting activities, management and systems development, and client services); information technology and electronic records; research methods and sources; conservation awareness; and general management and professional awareness skills. A field-work placement or practicum in an Archives is usually required also.

Accredited courses
The Australian Society of Archivists has embarked on a program of accreditation of courses. It is important to ascertain the accreditation status of the course to be studied. Inquiries can be directed to:

The Convener
Education Committee
Australian Society of Archivists Inc.
PO Box 83
O'Connor ACT 2601

Accreditation means the course has been scrutinised by the ASA and is regarded as professionally satisfactory.

Some other universities and tertiary institutions teach basic elements of archives management as part of wider information management courses.

Each of the universities has a leaflet which provides details of its courses. All offer entry level professional qualifications and some have comprehensive programs which include advanced research masters and PhD level study.

For further information about the available Graduate Diploma and Masters courses, contact:

Monash University
Masters in Information Management/Masters in Information Management Systems
Graduate Diploma in Information Management/Graduate Diploma in Information Management Systems

Further details:
Ph (03) 9903 2208
Email: Frontdesk@sims.monash.edu.au

http://www.sims.monash.edu.au/index.html

Royal Melbourne Institute of Technology (RMIT)
Graduate Diploma in Information Management (Archives and Records)

Further details:
Ph (03) 9925 5969
Email: bit@rmit.edu.au

http://www.bf.rmit.edu.au/courses/166406.html

Edith Cowan University
Graduate Diploma of Science (Information Services - Archives and Records Stream)

Further details:
Ph (08) 9273 8500
Email: external.studies@ecu.edu.au

http://www.ecu.edu.au/acserv/hb2002/pg/chs/

This course is available by distance education through the University's computer-linked 'virtual campus'.

Contact us.